The Ultimate Guide to Running a The Ultimate Guide to Running a Successful Concession StandSuccessful Concession Stand

Presented by Craig Cuchra, Brand ManagerPresented by Craig Cuchra, Brand Manager

What I hope you gain from this What I hope you gain from this sessionsession

1. Address basic concession stand start up questions

2. Point out some obvious and “not so obvious” helpful hints

3. Q&A session to help answer some specific questions you may have

The 10 basic questions that every The 10 basic questions that every concession stand operator should knowconcession stand operator should know

1. Multiple or Single Locations

2. Staffing

3. Location

4. Hours

5. Menu and Pricing

6. Inventory

7. Storage

8. Equipment

9. Money

10. Transportation

The 10 basic questions that every The 10 basic questions that every concession stand operator should knowconcession stand operator should know

1. Multiple or Single Locations

2. Staffing

3. Location

4. Hours

5. Menu and Pricing

6. Inventory

7. Storage

8. Equipment

9. Money

10. Transportation

LetLet’’s take a looks take a lookat each oneat each one

1. How many locations will we 1. How many locations will we operate (at the same time)?operate (at the same time)?

Layout of the park and park rules will play a large role

• Are you in a soccer “prarieland” or “megaplex”?

Need to decide between one central location or multiple locations

Each has their advantages and disadvantages

There is no right or wrong answer – Use what works for you and what you know you can manage

2. How will we staff our stand?2. How will we staff our stand?The set up and profit goals will dictate staffing needs

Establish responsibilities (jobs) before volunteers arrive

Stocking and restocking Stand maintenance and upkeep

Cash management Stand set up and tear down

Inventory purchasing Selling

When working with your volunteers make sure you:Are clear and consistentEmphasize that you appreciate their helpExpress you need their active participation

3. Where should we locate our stand?3. Where should we locate our stand?More people who see your stand = More sales =

Greater Profit

Key locations to consider for your concession stand

• Intersections between fields

• Pedestrian entrances and exists in parking lots

• Near public facilities such as shelters or bathrooms

• Near landmarks, sculptures or other physical objects

Could include playgrounds, basketball hoops, skateparks

4. What hours should the stand be open?4. What hours should the stand be open?The league or tournament schedule will be a major

factor

Two rules to follow regarding operating hours:

1. Snack time can be any time

2. Someone will always be hungry or thirsty

Children are you main consumers, but don’t forget the adults

Coffee for early morning games

Hot food during meal times

Remember your volunteers schedules as well

Children are your consumers so keep the menu simple and the pricing clear

General Guidelines1. Purchase products that can be priced at same levels2. Generally price items 2X what you paid for them3. Value combos can be very helpful4. Displaying products with pricing is important5. Stick to your menu, but be flexible if you need to be

Make purchasing decisions easy for you customers!Make purchasing decisions easy for you customers!

5. What items will be on the menu 5. What items will be on the menu and how should we price them?and how should we price them?

6. How much inventory should we 6. How much inventory should we purchase and variety?purchase and variety?

Last year’s sales history is a good place to startLeague rosters will also be helpful to estimate the

# of potential customers.Number of teams playing: 10Players per team: 12

= Total Players 120Parents/guardians per player 2Siblings, friends, family per player 2

= Total Spectators per player 4Total People (120 X 4) 480

Keeping good records of what was sold will help you get a quick grasp of inventory levels

7. What are our storage needs?7. What are our storage needs?This largely depends on if you are selling anything

that is sensitive to heat or coldIn either case use good judgment

Be mindful of the weather conditionsCan that chocolate bar hold up in a storage locker in the middle of summer?

Drinks, granola bars, and non-chocolate candy hold up well in all weather conditions

On-site storage can have advantages but be careful.

8. What other equipment will we need?

Depends on two factors1. single or multiple locations2. serving hot and/or cold food

Single location Multiple locationsCanopy tent Folding card tableFolding table and chairs Umbrellas

Other basic equipment:Cash box Bug Spray CalculatorTape Latex Gloves MarkersMenu Boards Garbage cans Sanitary GelRope / Bungees Paper Towels Wasp / Bee Rep.First Aid Kit

9. How will we handle money before, 9. How will we handle money before, during and after the stand is open?during and after the stand is open?

Assigning the job as “Cashbox Supervisor” is critical.

Specific responsibilities include:1. Having enough small bills and coins for early transactions

2. Removing excess cash from the drawer during the day3. Reconciling incoming cash with remaining inventory4. Moving cash from the field to the bank.5. Resolve and monetary disputes or issues

10. 10. How will we transport our inventory How will we transport our inventory between the store, our stand and storage between the store, our stand and storage

facility?facility?Most of the time the person buying the products is

also storing the “leftovers” for future use.

It is critical to maintain a weekly log of what you purchased, sold, and the left over inventory.1. Helps in making restocking easier2. Helps in determining if you menu is working for

you 3. Helps for making next year or the next

tournament easier to manage.

Volunteer checklistVolunteer checklist

Communication with your volunteers is the key to success for your concession stand. Remember to answer these questions.

1. Do the volunteers understand where they should report and when?2. Do I have each volunteer’s confirmation on work schedules and a phone

#?3. Do the volunteers know who to call in an emergency?4. Does each volunteer understand their responsibility?5. Have I asked volunteers to bring extra coolers, chairs, garbage bags, etc?6. Do the volunteers understand the menu and pricing?7. Have I trained the volunteers on the handling of money?8. Do the volunteers understand our customer refund policy?9. Do the volunteers understand our policy on helping themselves to

products?10.Do any of the volunteers have special needs?

Available Forms : Contact ListAvailable Forms : Contact List

US Youth SoccerField Facility Contact ListFacility Name:Location:

Name Job Description Home Phone Work Phone Cell Phone Email

Field Manager

Field Maintenance

League President

Rain-out number

Concession stand coordinator

Notes:

Available Forms : Volunteer Contact ListAvailable Forms : Volunteer Contact ListUS Youth SoccerVolunteer Contact ListLeague:Location:

Name EmailJob Description Mon Tues Weds Thurs Fri Sat Sun Home Work Cell

Potential Job Descriptions:Stocking and restockingMaintenance and upkeep Cash managementSet-up and tear-downInventory purchasing

Notes:

Availability Phone Numbers

Available Forms : Inventory ControlAvailable Forms : Inventory ControlUS Youth SoccerConcession Stand Inventory ControlLeague:Location:

Enter Enter Calculation Enter Calculation Enter Calculation Enter Calculation

Item Category(*)Boxes

PurchasedPieces per Box

Total Pieces

Cost per Box

Total Cost

Remaining Quantity Pieces Sold Sell Price Revenue

Airheads 90ct Non chocolate Candy 2 90 180 7.99 15.98 5 175 0.25$ 43.75$ Airheads Xtremes Sweetly Sour Belts Non chocolate Candy 3 18 54 6.88 20.64 3 51 0.75$ 38.25$ Airheads Xtremes Rolls Non chocolate Candy 2 50 100 5.99 11.98 15 85 0.25$ 21.25$

How to use this chart:Calculate the candy and snacks you purchase at Sam's Club in "pieces" or "eaches". > If you buy 2 boxes of 90ct Airheads bars you have purchased 180 "pieces": enter this in "Total Pieces". > "Cost" is what you paid for the candy. 2 90ct Airheads boxes cost $7.99 each at Sam's Club. > "Remaining Quantity" is the product left over at the end of the day.> " Pieces Sold" is the difference between what you bought and what is left over.> " Sell Price" is what you are selling the product for.> " Revenue" is a calculation of the Quantity Sold multiplied by the Sell Price.

Notes:

Where do I get all of this information?Where do I get all of this information?

Complete documents will be available at both usyouthsoccer.org and airheads.com

Word files will be in .pdf formats

Spreadsheets will be in Excel formatted files

Wrap UpWrap UpFinal points to remember:

Planning is critical for success

Volunteers are your greatest assets

A little paperwork goes a long way to solving headaches

Have fun and Happy Selling!!

Q & AQ & A

If you have further questions or comments, I will be at our booth (#1021) for the rest of today and

most of tomorrow.

THANK YOU VERY MUCH